Administrative Support Coordinator II - Facilities Administrative Services

Job No: 557801 Work type: Staff Location: Pomona Responsibilities Administrative Support for Facilities Planning & Management General support and coordination of daily office activities including preparation of correspondence, processing and compiling data, creating specialized documents such as operational directives, annual reports, technical studies, and other project‑related materials. Maintain and update reference materials (e.g., Executive Orders, Management Memoranda). Prepare meeting materials, agendas, and related documents; attend meetings; take minutes, distribute agendas and minutes; track follow‑up actions. Proofread documents for accuracy, completeness, and compliance with departmental policies. Assist with scheduling meetings and events, reserving conference rooms and IT/AV equipment. Manage incoming mail, packages, and blueprints for the State Fire Marshal’s Office. Handle faxing, phone calls, and routing documents for digital signatures. Order office supplies and project materials. Perform onboarding and offboarding tasks. Update phone directories and coordinate vendor access. Process travel authorizations, reimbursement requests and Concur approvals, and reconcile travel P-Card reports and conference registrations. Provide daily admin support for project contract management including requisitions, contracts, service agreements, RFIs, change orders, payment applications, invoices, and other documentation. Maintain project files, input data into TMA records, prepare requisitions, and convert them to purchase orders. Support generation of project reports and maintain a professional reference library for code compliance. Coordinate with Facilities Financial Services, process State Fire Marshal invoices and legal documents, track contractor payments, and manage TMA work orders. Oversee vehicle usage, maintenance tracking, and monthly reports. Provide overall administrative support to the Design and Construction department and related stakeholders. Fiscal Administration Prepare and process requisitions, service agreements, public works contracts, purchase orders, accounts payable invoices, reimbursement requests, P-Card, and travel card reconciliations. Ensure correct posting to appropriate work order and general ledger accounts in compliance with CSU directives. Provide assistance on procurement and billing processes, assist management with fiscal control, research budget discrepancies, examine chartfield strings, and assign proper financial accounts for billing documents. Forward documentation to Procurer Services and University Accounting Services by due dates. Quality and Process Improvement Exercise independent judgment interpreting campus policies and streamline administrative processes. Engage in cross‑training, develop best business practices, maintain organized filing systems, execute construction documents per CSU and SUAM guidelines, generate periodic construction reports, and recommend process improvements. Qualifications High School Diploma or GED Five (5) years of progressively responsible experience in general office clerical or secretarial work Comprehensive knowledge of university infrastructure policies, proficiency in English grammar, punctuation, spelling, office software, and systems Ability to handle multiple priorities and projects independently, interpret policies, troubleshoot office challenges, and communicate effectively at all levels Strong math and budget analysis skills, accurate reporting, and negotiation abilities Preferred Qualifications Five years of administrative, technical, or professional analytical experience in a facilities‑related office or institutional environment Knowledge of CSU policies and working familiarity with PeopleSoft and graphic software Collaboration and communication skills with stakeholders and campus constituents Team‑building skills and effective written, verbal, and graphic communication Knowledge of federal, state, and local environmental acts and standards Excellent written, oral, and presentation skills; team player attitude; PC office application proficiency Equal Employment Opportunity Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment. We comply with Title VI, Title IX, the ADA, Section 504, the California Equity in Higher Education Act, Proposition 209, and all other applicable state and federal anti‑discrimination laws. The university prohibits discrimination, harassment, and retaliation in all programs and practices. Reasonable Accommodation We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions or requiring accommodation should contact the ADA Coordinator at View email address on click.appcast.io. #J-18808-Ljbffr Opt For Healthy Living